Org Man Module 5 Staffing

Organization and Management Governor Pack Road, Baguio City, Philippines 2600 Tel. Nos.: (+6374) 442-3316, 442-8220; 444-2786; 442-2564; 442-8219; 442-8256; Fax No.: 442-6268 Email: [email protected]; Website: www.uc-bcf.edu.ph

MODULE 5 – Org Man

Grade Level/Section: Grade 11-ABM Subject Teacher:

Functions of Management: Staffing Learning Objectives: At the end of the lesson, the student should be able to:

a. explain the nature of staffing and the staffing process; b. discuss human resource planning and job analysis; c. explain the steps in the recruitment, selection, and placement process. “The planning, organizing, compensation, integration and maintenance of people for the purpose of contributing to organizational, individual and societal goals”. Edwin B. Flippo Introduction Staffing or also known as Human Resource Management is now recognized as a separate management function. Previously it was considered to be a part of organization function of management. The reason for separating the staffing from organizing is to give proper emphasis to the actual manning of organizational roles. The staffing function has assumed greater importance these days because of rapid advancement of technology, increasing size of organizations and complicated behavior of human beings. The management of the enterprise must give due importance to human resources planning, recruitment, and selection, training, appraisal and remuneration of workers. Nature of Staffing The nature of staffing is as follows: A. Managerial Responsibility Staffing is a basic function of management. Every manager is continuously engaged in performing the staffing function. B. Continuous Function- Staffing function is to be performed continuously. Every manager is engaged in various staffing activities. He is to guide and train the workers and also evaluate their performance on continuous basis. C. Concerned with Human Element - Staffing function is concerned with procurement and development of human resources. Every manager should use human relations skill in providing guidance and training to the subordinates. Importance of Staffing The importance of staffing has increased because of the following factors: A. Efficient Performance The efficient performance of the company depends on the quality of the people employed. This has increased the significance of staffing. B. Use of Latest Technology Many significant changes are taking place in technology. In order to make use of the latest technology, the appointment of right type of persons is necessary. C. Development of Manpower The management has to train and develop the existing personnel for future promotion. This will meet the requirements of the company in future. Organizational Chart - A diagram describing the basic arrangement of work positions within an organization. It also provides a representation of the organization's Formal Structure. Page 2 of 6

Organization and Management Governor Pack Road, Baguio City, Philippines 2600 Tel. Nos.: (+6374) 442-3316, 442-8220; 444-2786; 442-2564; 442-8219; 442-8256; Fax No.: 442-6268 Email: [email protected]; Website: www.uc-bcf.edu.ph

MODULE 5 – Org Man

Grade Level/Section: Grade 11-ABM Subject Teacher:

D. Optimum Use of Manpower Management has to spend money on recruitment and selection, training wages, salaries, etc. In order to get the optimum out from the personnel. E. Proper Motivation The workers are to be motivated properly through financial and non-financial incentives. F. Higher Morale Right type of atmosphere should be created for the workers to contribute to the achievement of the organizational objectives. This will increase the morale of the employees.

Illustration 1: Staffing Process Elements of Staffing Process The scope of staffing is very wide. The elements, steps or sub-activities of staffing process are as follows: 1. Manpower Planning/ Human resource Planning It is concerned with the determining the number and types of staff required for the organization. Manpower planning means to see whether the person to whom some work is assigned are capable to do it or not. In this, people with the right skills should be identified and assigned to their corresponding tasks in the company. Manpower planning is a critical component in determining the organization’s manpower complement or the number of people that are currently employed in the organization. The process involved in the manpower Panning includes: a. Environmental Scanning b. Forecasting and estimating the firm’s manpower complement c. Gap analysis Page 3 of 6

Organization and Management Governor Pack Road, Baguio City, Philippines 2600 Tel. Nos.: (+6374) 442-3316, 442-8220; 444-2786; 442-2564; 442-8219; 442-8256; Fax No.: 442-6268 Email: [email protected]; Website: www.uc-bcf.edu.ph

MODULE 5 – Org Man

Grade Level/Section: Grade 11-ABM Subject Teacher:

An important part of manpower planning is the Job Analysis. This is the procedure in determining duties and skill requirements for a position as well as other qualifications sought for in an employee or applicant. In job analysis, specific tasks and activities, required behavior, job standards, wok conditions and personal characteristics are determined. These information are needed to formulate the Job Description which contains the written summary of the duties, responsibilities, reporting relationships, and the job specifications for each position in the company. Though there is no standard format for job description, it usually contains the following: -Job title or position -Reporting relationships -Job classification: rank of the job -General Description: provides description of the job and overview of its duties and responsibilities -Specific Duties and responsibilities: describes the function of the job in detail -Job specification: provides the minimum qualifications for the particular job such as educational background, experience, skills, and personal qualities. Manpower planning is an essential activity because of the following factors: i. ii. iii. iv. v. vi.

Shortage or surplus of manpower will be revealed by manpower planning, corrective steps can be taken in time. Manpower forecasting provides a basis for recruitment, transfer and training of employees. It reduces labor cost by avoiding surplus manpower, over-staffing can be known quickly It helps in identifying talent available in the organization. Training for promotion could be given to the talented employees It helps in the growth and diversification of business. Suitable manpower is made available to handle jobs. It leads to greater awareness of the significance of sound personnel management throughout the enterprise.

2. Recruitment Recruitment is the process of searching and attracting prospective employees and encouraging them to apply for jobs in the enterprise. Applicants for the job can be classified as internal applicants or external applicants. Internal applicants are those current employees of the company who are considered for a promotion to higher positions. Promotion of an employee can cost lesser than hiring a new employee. On the other hand, external applicants are those who are recruited by the company or directly apply to join the company. Businesses may scout external applicants from job fairs, referrals, manpower agencies, or through job portals. Bear in mind that in every recruitment stage, ensure that equal employment opportunity is considered. Applicants should not feel discriminated. Hence, companies should be more careful in imposing age requirements or having preferences for graduates from certain college or universities. 3. Selection Selection is the process of selecting best suited candidates for the jobs from among those who have applied for these jobs in the enterprise. It is in this stage when applicants who qualify after preliminary screening are scheduled for preliminary interview and psychological testing. The usual types of psychological tests given to the applicants are the following: a. Mental Ability Test- The test of general knowledge containing questions on linguistic and numerical abilities and abstract reasoning. b. Aptitude test- This measures specific abilities and the applicant’s inclination to succeed in a particular field. Page 4 of 6

Organization and Management Governor Pack Road, Baguio City, Philippines 2600 Tel. Nos.: (+6374) 442-3316, 442-8220; 444-2786; 442-2564; 442-8219; 442-8256; Fax No.: 442-6268 Email: [email protected]; Website: www.uc-bcf.edu.ph

MODULE 5 – Org Man

Grade Level/Section: Grade 11-ABM Subject Teacher:

c. Personality Test- Questions measure aspects of behavior such as cooperation, initiative, dependability, responsibility, and sociability. Once the applicants pass the initial stage, they are further interviewed by the requisitioning department and be undergoing background check from the HR Department. 4. Placement of Personnel This is the last stage on the hiring process. The new employees need to be familiarized with their units, supervisors and fellow employees. They should be placed on the jobs for which they are suited. When a candidate accepts the job offer, the next step is to submit pre-employment requirements such as transcript of records and NBI clearance and medical examinations. The status of employment may be probationary, contractual, or project-based. Contractual and project-based employees are only hired for a limited period of time while probationary employees are given a period of six months after which, the employee is evaluated before becoming a regular employee. 5. Orientation or Induction/ Training and Development Orientation or induction is a process of familiarizing the new employees with their enterprise, department, work unit, work group, superiors, fellows and subordinates and the like. 6. Training and Development It is the art of acquiring knowledge and skill of doing a particular job in a particular manner. In this stage, company helps the employees improve their skills through training by organizing activities that increase and enhance employees’ knowledge and skills on their job to improve their current performance. 7. Development The company enhances the competencies of employees by giving them opportunities for greater responsibilities as well as challenging tasks that will help them achieve their total growth. 8. Remuneration Compensation of workers for their efforts involves fixation of their wages and salaries. It is the tangible equivalent or reward for services rendered by the employees. Compensation can be a direct compensation or an indirect compensation. Direct compensation includes compensations in monetary form while indirect compensation are given in form of services or non-monetary benefits. Salaries and Wages are usually time-based and should comply with the minimum wage law. Common modes of payment 1. Payment for time worked- Monthly-paid or Daily-paid 2. Flat rates-all employees have the same amount of pay regardless of rank 3. Compensation through incentives-payments are based on outputs 4. Payment based on skills 5. Payment based on knowledge and credentials 6. Executive payment 7. Special Payments -Overtime payment - Holiday pay -Premium pay -Night Differential -Service charge -Severance or separation pay -Retirement pay -13th month pay Page 5 of 6

Organization and Management Governor Pack Road, Baguio City, Philippines 2600 Tel. Nos.: (+6374) 442-3316, 442-8220; 444-2786; 442-2564; 442-8219; 442-8256; Fax No.: 442-6268 Email: [email protected]; Website: www.uc-bcf.edu.ph

MODULE 5 – Org Man

Grade Level/Section: Grade 11-ABM Subject Teacher:

8. Employee Benefits -SSS, HDMF, Philhealth -Service Incentive Leave -maternity leave -Paternity leave -Vacation leave -Sick leave -Emergency leave -De minimis Benefits 9. Performance Appraisal It is concerned with the rating or evaluation of the performance of the employees. Transfer and promotion of staff are based on performance appraisal. It can be done by using objective methods through measures of actual output and performance test or judgemental methods through ranking and rating techniques. 10. Promotion and Transfer / Employee Movements Promotion involves the shifting an employee to a higher position carrying higher responsibilities, facilities, status and pay. This is also termed as Vertical Movement. Transfer involves the shifting of an employee from one job to another, one unit to another or one shift to another. This is also termed as Horizontal Movement *Demotion-movement to a lower position *Separation- employee’s departure either due to resignation, with authorized cause (lay-off, redundancy), separation with a just cause, or retirement. 11. Human Relations Every manager is responsible for achieving good human relations in the organization. In connection with this, employees have the option to form labor unions for the purpose of collective bargaining. Collective bargaining is the process by which the labor union negotiates a labor contract with the management. REFERENCES Cabrera, H.M.F. (2015). Organization and Management. Quezon City: Vibal Group, Inc. De Guzman, R.S. (2018). Introduction to Management. Baguio: University of the Philippines Stevenson, W.J. (2010). Operations Management. Singapore: McGraw-Hill Companies, Inc. Kinicki, A. & Wliliams, B.(2009). Management. New York: McGraw-Hill/Irwin. Schermerhorn, J. (2010). Introduction to Management Payos, et al( 2016). Organization and Management. Rexetore. Stevenson, W.J. (2010). Operations Management. Singapore: McGraw-Hill Companies, Inc.

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